Business Operations Manager

Job Title: BusinessOperations Manager

Department: Operations

Reports to: Chief Operating Officer

Employment Class: Full-Time/Regular/Exempt

Workdays: Monday - Friday

Customary Hours: 8:30 to 5:00 (*hours can vary based on programming needs)

Position Summary:

The Business Operations Manager plays a critical role in ensuring the smooth and efficient functioning of the organization. Reporting directly to the Chief Operating Officer, this position oversees daily administrative operations, facilities management, and front desk services, while also providing direct administrative support to the COO and the Finance Team. The Business Operations Manager also serves as a liaison between departments supporting the organizations mission, vision, and values. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced, mission-driven environment.

Duties & Responsibilities:

Administrative Support

• Provide executive-level administrative support to the COO, including scheduling, meeting coordination, correspondence, and document preparation.
• Assist the Finance Team with administrative tasks such as data entry, invoice processing, document filing, and audit preparation.
• Draft, edit, and maintain internal communications and reports as needed.

Facilities & Operations Management

• Coordinate operations logistics, including workspace assignments, meeting space scheduling, equipment, vendor relationships, and internal communications.
• Assist in budget management for operations, tracking expenses, and processing invoices.
• Manage maintenance, security, safety compliance, and service contracts to ensure a professional, safe, and welcoming environment.
• Oversee front desk operations, ensuring excellent customer service and hospitality for visitors, clients, and staff.
• Coordinate office supply management, technology support requests, and workspace needs.

Team & Organizational Support

• Supervise front desk staff, interns, or volunteers as assigned.
• Develop and implement efficient administrative systems, processes, and policies to improve organizational effectiveness.
• Support organizational events, board meetings, and staff activities through logistics coordination.
• Collaborate with HR on onboarding logistics, office setup, and employee support needs.
• Ensure a welcoming and professional environment for staff, visitors, and community partners.

Education and Experience:

Education:

• Bachelors degree in human services, business, or related field required; or
• Associates degree plus five (5) years of experience
• Willingness and ability to obtain other certifications as necessary

Experience:

• Three (3) to five (5) years of experience in operations management.
• Three (3) to five (5) years of experience supporting cross-functional teams and executives to ensure a well-coordinated operations environment.
• Knowledge of best practices in operations management, workplace organization, and administrative efficiency.

Required Skills and Abilities:

Communication Skills:

• Ability to read, write, and speak English proficiently
• Excellent and professional verbal and written communication skills
• Superior interpersonal and customer service skills
• Ability to work with individuals from all backgrounds with varying needs
• Ability to anticipate needs and plan for future work requirements

Technology and Compliance:

• Proficiency with Microsoft 365 (MS Suite, Teams, OneDrive, SharePoint, etc.)
• Commitment to compliance and ethical standards
• Experience with videoconferencing systems (e.g., Webex, Zoom, Teams, etc.)

Time Management and Organization:

• Ensures accuracy, efficiency, and consistency across all tasks
• Works independently with the ability to handle multiple tasks
• Manages workload effectively and delivers results in a timely manner

Work Environment:

• While performing the duties of this job, the employee is regularly required to talk, hear, and see.
• The employee must occasionally lift and/or move up to 50 pounds.
• The noise level in the work environment is usually moderate to low.
• The employee is required to occasionally travel to different work sites and community events as needed.
• Professional business attire and appearance required.